Front Desk Receptionist

Key Responsibilities

Greet clients, visitors and guests in a warm, professional manner as they arrive at the clinic.

Answer and manage phone calls, emails, chat inquiries, providing initial information, and routing to the appropriate team members.

Schedule, confirm and coordinate client appointments (in-clinic and possibly remote sessions) and manage the calendar.

Check-in clients for their sessions and guide them through initial paperwork, waivers or consent forms as needed.

Collect and input client data into the clinic’s system: basic demographics, insurance information, payment method, check-in details.

Verify insurance/benefits eligibility or capture insurance info per company process.

Process payments (co-pays, non-covered services) and manage receipts, invoices or billing hand-offs.

Maintain the front desk area: ensure it is tidy, welcoming, stocked with forms/brochures, and displays appropriate branding.

Coordinate with clinical staff (therapists, technicians) to ensure that sessions begin on time and that clients are informed of any changes.

Manage incoming mail, deliveries, office supplies; order front-desk / waiting room supplies as needed.

Handle client inquiries and requests: directions, waiting-room amenities, procedure for remote sessions, etc.

Maintain confidentiality of client- and clinic-related information (HIPAA compliance or equivalent).

Assist with administrative tasks as needed: filing, scanning client consents, maintaining records, preparing client check-in packets.

Work collaboratively with the broader team to uphold a high standard of client service, and to continuously improve the client experience.

Required Skills & Qualifications

High school diploma or equivalent; some college preferred.

Previous front-desk, customer service, or medical office experience is strongly preferred.

Strong interpersonal and communication skills: warm, friendly, professional.

Excellent organizational skills, attention to detail, ability to multitask in a busy environment.

Proficiency with Microsoft Office (Word, Excel, Outlook) and comfortable learning clinic scheduling / CRM software.

Ability to handle phone/email/chat communications and escalate appropriately.

Payment processing experience (cash, card, insurance billing placeholders) is a plus.

Understanding or willingness to learn about insurance verification and medical office workflows.

Ability to maintain confidentiality and exhibit professional decorum at all times.

Flexibility with schedule (some early mornings, late evenings, or weekends may be required per clinic hours).

Reliable, punctual, and committed to maintaining a consistent presence.